A: During initial product requirements gathering and design, we rely primarily on the constituent model. The core counties for each service area were carefully selected in conversation with all counties a) to best represent the wide range of county needs across California, and b) to offer most counties a core seat for at least one service area, which will also give them some exposure to CARES as a whole. There are several additional things we do to give all our county partners as much of a voice as possible in CARES:   

 As we work through the many aspects of child welfare work, the Product team identifies areas that do need input from a wider set of constituents. We plan research especially suited to those complex processes and the wide variation in counties’ needs. Often, this research is planned in collaboration with the representatives from the core counties, so that they can help coordinate with additional counties.  

We encourage non-core counties with a particular need or question to reach out to the appropriate Service Area. They may be able to answer your question, share your input on your behalf during one of our regular meetings, or help coordinate a special direct engagement as appropriate. 

Please click the following link to view CWS-CARES Service Areas and corresponding contact info. You may also scroll to the bottom of the page and click on “Service Area Core Constituent List” for further detail. CWS-CARES Service Areas  

A: CWS-CARES is working on a Memorandum of Understanding (MOU) which is expected to be shared with the counties and other organizations a few months prior to the CWS-CARES Go-Live scheduled for Quarter 4, 2026. The MOU will capture the basic principles of data security, the basic principles of data privacy, and expectations from users as applicable to CWS-CARES. 

A: The model and budget were approved by the Federal Administration for Children Youth and Families and the Child Welfare Digital Services Board of Directors which is composed of representatives from the County Welfare Directors Association, the California Department of Social Services, the State Department of Finance, Health and Human Services Agency, the California Department of Technology, and the State Office of Technology and Systems Integration.

During the initial planning phases of the CWS-CARES project (then referred to as CWS-NS), the Child Welfare functionality was divided into modules referred to as Digital Services: Intake, Case Management, Courts, Eligibility, Certification and Licensing, Financial Management, Resource Management, and Administration. The County Welfare Directors Association worked with the State and Federal partners to secure a project budget for Counties participation in the development and implementation of the new system.

Core Counties were solicited to participate in the development of each module. To balance the need for diverse county input with the size of the working team, the number of Counties for each digital service was targeted to be 6, depending on the module and the counties’ willingness to participate. Case Management, due to its size, was broken into 4 areas with 6 counties in each, designated CM 1-4. The CWDA Executive Liaison was in communication with each County Human Services Director and Child Welfare Director and obtained and confirmed each County’s participation; later the subsequent Executive Liaison re-confirmed each County’s participation prior to the “kickoff” of system development and then a third acting Executive Liaison reconfirmed participation, realigned a Resource Management County, and added 2 additional Financial Management counties based on resources and requirements at that time.

Core County Constituents are county employees who remain in their existing county roles and are authorized by their counties to provide subject matter expertise on a part-time basis to inform the design of CWS-CARES. The county submits claims to the project based on the Core Constituents hours worked on the project. Please see the Core Constituent Participation Model for a visual aid. 

A: Counties and Tribes will participate in data conversion activities in three ways:

• Counties in the CWS-CARES Org Data Conversion Workgroup assist in validating field mappings of data elements and list of values mappings for data that will be converted from the CWS/CMS to CWS-CARES and provide county specific usages of fields and data in the system. 
• Counties and Tribes also participate in the Data Quality Workgroup assisting with data cleanup efforts in the CWS/CMS, which helps ensure high quality data is converted. 
• Core constituent counties participate in validating data that has been converted from the CWS/CMS to CWS-CARES. 

A: The project will continue to support the current Dedicated and Co-existent models with CARES to avoid any disruption to counties. The project will continue to review and document the impact of both models, and any new information will be shared as it becomes available.

A: Counties will determine which of their external systems are in scope for decommission based on how they will interact with CWS-CARES. Counties will work with the CWS-CARES Project to develop a decommission plan (agreements, requirements, contract management, timeline).

A: External systems (a tool or technology used to deliver child welfare services in addition to, or outside of, the legacy CWS/CMS solution) will be addressed in the following ways during the move to CWS-CARES: 

• Select prioritized external systems will have data converted into CWS-CARES.
• Focus on external systems related to Resource Family Approval (RFA), Placement including Family Finding, and Prevention Services. 
• Continuing Operations of external systems.
• Counties and the CWS-CARES Project will work together on a strategy for continuing operations. 
• Includes Counties identifying data dependencies between existing systems, planning/updating systems to ensure business continuity after CWS-CARES go live and updating to-be process maps. 
• Decommission of external systems.
• Counties will determine which of their external systems are in scope for decommission based on how they will interact with CWS-CARES (example: functionality to CWS-CARES). 

A: The Child Welfare Services-California Automated Response and Engagement System (CWS-CARES) Implementation Team estimated organization implementation participation hours that took into consideration the types of interactions it anticipated would be needed from the counties over the course of the next few years, recognizing that participation would increase as the go-live date gets closer. Examples of the types of activities that were anticipated in the near term include: 

• Attendance at the bi-weekly CWS-CARES Implementation Meeting

• Initiating organization engagement with the CWS-CARES Implementation Team by way of attendance at the Implementation Executive Briefing

• County Implementation Coordinator Kickoff meetings, County Implementation Assessments, and then ongoing monthly interactions with each county

A: The project has made final revisions to our timeline, reviewed, and approved by the state Department of Technology and Child Welfare Services-California Automated Response and Engagement System (CWS-CARES) Board of Directors. Please see CARES Project Roadmap Approval presentation for more information. You can also view the more detailed Roadmap online: CWDS Roadmap

A: Upon go-live in October 2026, CWS/CMS will be a read-only system until its decommissioning. There will be a stabilization period of at least six months after Child Welfare Services-California Automated Response and Engagement System (CWS-CARES) go-live.